Proposal Coordinator

Forbes Bros. Group of Companies • Edmonton, AB

1d • Hybrid

About The Position

Forbes Bros. Group of Companies is seeking an experienced Proposal Coordinator to support the development, coordination, and submission of high-quality, compliant, and competitive proposals for utility infrastructure construction projects. This is a deadline-driven proposal coordination role requiring strong computer skills, document control, writing, editing, formatting, and coordination with operations and technical teams. The successful candidate will be responsible for managing proposal documents, coordinating internal inputs, maintaining proposal content, monitoring bid portals, and ensuring submissions are accurate, complete, and delivered on time. This is not a general marketing coordinator role. The primary focus is proposal coordination, bid support, document production, and submission management.

Requirements

• Minimum 3–5 years of experience in a proposal coordinator, bid coordinator, or similar proposal-focused role.
• Experience coordinating formal submissions, including RFQs, RFPs, tenders, prequalification packages, or client bid responses.
• Experience working in a construction, engineering, infrastructure, utility, industrial, or related technical environment is strongly preferred.
• Strong experience preparing, editing, formatting, and submitting professional business documents.
• Experience working directly with operations, estimating, project teams, or technical subject matter experts.
• Experience managing multiple concurrent deadlines in a fast-paced, client-driven environment.
• Strong computer skills and advanced proficiency with: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat, SharePoint.
• Experience using shared inboxes, bid portals, document management systems, and online submission platforms.
• Strong writing, editing, proofreading, and document formatting skills.
• Strong attention to detail and ability to identify gaps, inconsistencies, and compliance issues.
• Ability to organize information clearly and produce polished, professional documents.
• Strong coordination skills with the ability to follow up, manage competing priorities, and keep contributors accountable to deadlines.
• Ability to communicate directly and professionally with operations and technical teams.
• Strong judgment, discretion, and ability to work with confidential and deadline-sensitive information.
• Ability to work independently with minimal supervision while escalating issues when required.
• Ability to work in a fast-paced, deadline-driven environment.
• Ability to manage multiple proposals and priorities at the same time.
• Availability to work overtime when required to support client-driven proposal deadlines.
• Strong organizational and time management skills.
• Professional communication standards and strong document quality control.

Nice To Haves

• CRM experience is considered an asset but is not required.
• Post-secondary education in business administration, communications, marketing, construction management, project management, or a related field is considered an asset.

Responsibilities

• Coordinate RFQs, RFPs, RFIs, tenders, prequalification packages, and other client submissions from initiation through final submission.
• Review client requirements, submission instructions, addenda, forms, schedules, and compliance requirements.
• Develop proposal schedules, track deliverables, follow up with contributors, and ensure deadlines are met.
• Work directly with operations, estimating, project teams, HR, safety, quality, and other internal stakeholders to gather required proposal content.
• Write, edit, format, and proof proposal materials for clarity, consistency, accuracy, grammar, structure, and compliance.
• Prepare and maintain proposal documents using Microsoft Office, Adobe Acrobat, SharePoint, and other internal systems.
• Manage shared proposal inboxes, bid portals, and client submission platforms.
• Maintain and update proposal content libraries, including: Project profiles, Staff resumes, Corporate experience summaries, Standard proposal language, Templates, forms, and supporting documents.
• Support CRM data entry and maintenance, where required.
• Track opportunities, deadlines, submissions, and follow-up items.
• Coordinate final quality checks to ensure submissions are complete, accurate, properly formatted, and submitted on time.
• Maintain strong document control practices and ensure proposal files are organized and accessible.
• Support the preparation of presentations, capability statements, and other business development materials directly related to proposals and pursuits.
• Communicate professionally with internal stakeholders to obtain information, resolve gaps, and keep submissions moving.
• Support client-driven deadlines, including overtime when required to meet submission timelines.

Benefits

• Forbes Bros. Group of Companies and its affiliated entities are committed to providing a respectful and accessible recruitment process.
• Employment is subject to the requirements of the applicable role, location, project, and employing entity. Depending on the position, this may include verification of work authorization, background screening, driver abstract, drug and alcohol screening, credential verification, client/site access requirements, and other pre-employment conditions permitted by applicable law.
• Applicants who require accommodation during the recruitment process are encouraged to contact the recruitment team.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed